Claiming PBR expenses

It is your responsibility to ensure that you have complied with your obligations under the Parliamentary Business Resources Act 2017 (PBR Act) and met all conditions that apply to an expense which you claim. Where you make a claim and it is subsequently found that you did not comply with the PBR obligations or you contravened condition(s), you will be required to repay the claim and, if more than 28 days have elapsed, you will be required to pay a penalty loading equal to 25% of the claim.

Optional pre-claim assessment

IPEA can provide advice on proposed office expenses-related claims under the PBR Act to ensure you meet your obligations. To seek office advice provide the following information to enquiries@ipea.gov.au:

• a description of the proposed claim (e.g. newsletter, poster, audio poster, personalised letterhead stationery, website, equipment, service, satellite office expense etc.)
• a link to the proposed resource (if available)
• if the proposed claim relates to a printed item, electronic material or an audio poster – a sample, printer’s proof or final print-ready copy, transcription of any audio, and if the item is not in English, an English translation
• an explanation of which parliamentary business activity the claim relates to and how the claim represents value for money (including high-level details of any value for money process undertaken).

Once the information has been received and assessed by IPEA, personal advice will be provided to you in writing advising whether the expenses may be claimed.

Personal advice is provided based on the material and information provided to IPEA. Where changes are made after personal advice has been provided, you can seek updated advice. It is important to be aware that the previous advice will not stand and cannot be relied upon to support the claim. 

Personal advice only considers the use of office expenses against the requirements of the PBR Act. It is the responsibility of each parliamentarian to ensure any other legal requirements or authorisations are met.

Making a PBR claim

Claims may be for:

1. reimbursement of expenses already paid by you, or direct payment to a supplier for goods or services you have received, for example payment of costs for printing.
2. expenses that have been incurred by you and paid directly under the Commonwealth’s contractual arrangements with the goods or services provider; for example: office stationery and supplies ordered from the preferred service provider.

Claims, other than those from Commonwealth-contracted suppliers, must be submitted to IPEA through PEMS or by completing the relevant form.

Claims should be submitted with:

• a tax invoice setting out the supplier, each item, quantity, date of purchase and cost (including GST component, where applicable) - all pages must be submitted and statements will not be accepted in lieu of an invoice.
• if you are claiming a reimbursement – proof of payment (e.g. a receipt or a bank statement where the tax invoice is also provided).
• if the claim relates to a printed item, electronic material or an audio poster – a sample, printer’s proof or final print-ready copy, transcription of any audio, and if the item is not in English, an English translation
• if the claim relates to website development, design or upgrade – the URL of the website.
• if a claimed item was previously assessed under the pre-claim assessment process - the IPEA reference number.
• date of delivery.

Tax invoices must meet the requirements as per guidance issued by the Australian Taxation Office.

A separate claim (including certification) is required for each invoice submitted.

IPEA generally conducts an assessment of communications material once it is claimed. This is in addition to any optional pre-claim assessment process.

PEMS guides

Office expense claims- external site, such as office supplies, printing and postage must be submitted through PEMS with required supporting documentation.

A range of help guides are available to assist in selecting the correct work expense category- external site and communication expense dates- external site.

For further information please refer to the help guides:

• Personalise my claims dashboard- external site
• Create an expense claim- external site
• Action a returned claim- external site
• Work expense categories- external site
• Date guidelines for communication work expenses- external site
• Australia Post claims- external site
• View and manage debts- external site
• Office budget usage- external site
• Group Manual Certification of Office Claims

Timing of claim

With the exception of website hosting and subscriptions for publications and media monitoring services, no prepayments or progressive payments may be claimed as IPEA must be satisfied that the resources (whether goods or services) have been delivered in full prior to payment. In addition, you should be aware that if you cease to be a parliamentarian during the course of a pre-paid subscription or website hosting which you have claimed, you may be required to repay the cost of the claim that exceeds the length of your parliamentary term as well as any corresponding penalty loading. The 25 per cent penalty loading applies where more than 28 days have elapsed since the original claim date. IPEA has no discretion to waive the penalty loading.

Claims should be submitted promptly to ensure:

• timely and accurate processing of payments and reporting
• providers are paid for their services, before the invoice is overdue
• late fees and penalties are not incurred.

Where a claim is made against your office budget, the budget is debited based on the date the goods or services are received not the date an order is placed/invoiced or a claim is submitted.

Always keep accurate records of your expenses and evidence to support claims. This will help with any future auditing requirements.

Provision of further information

IPEA may require further information about your claim. In this case, you should provide the information to MaPS within a reasonable period. Claims will not be processed until IPEA has received all relevant information relating to a claim.